- This letter should confirm your travel plans. The travel arrangements could be for yourself or for your reader. The letter should be brief and professional. It should describe the plan specifically.
- Confirm your travel with details of your plan.
- Include any instructions that may be required.
- Mention any specific details that would be necessary.
- End on a positive note.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I would like to inform you that I have already completed booking your flight and making hotel reservations for your stay here in Fresno. I have enclosed your airline tickets. We booked you for the 4:15 am flight on Freedom Air, which is set to arrive at the Jacksonville International Airport at 11:30 am. I have asked Ms. Janice O'Reilly to meet you there. I have requested that she wear a white suit and name tag so you can quickly identify her.
Ms. O'Reilly will also be escorting you, along with our company driver, to the Golden Towers where we have reserved a Presidential Suite for you, which you will be staying in for the duration of your stay. We have complied with your request that the room be facing away from the main street. The hotel features a beautiful indoor swimming pool, so it would be nice if you could bring your swimsuit with you. The temperature throughout the entire day is perfect for a dip.
We here at the office look forward to seeing you soon. Please give me a call if there is anything else that you need.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to confirm the travel arrangements done.
Further things to consider when writing confirmation letters to management
Confirmation letters are letters sent by individuals, businesses, or companies to summarize details such as verbal agreements between two parties, job interviews, or appointments. Broadly speaking, they are written to verify certain details upon request or recognize previous agreements. A confirmation letter can serve as a formal document to confirm the receipt of orders, schedule of an important appointment, or recruitment of new employees. It can also be used to confirm travel arrangements and reservations and in instances such as immigration to confirm marital status. Confirmation letters are mostly used by businesses to keep formal records and to avoid conflicts regarding transactions or agreements.
Confirmation letters are brief and contain only the necessary information. State what is being confirmed clearly and accurately. If you are verifying an employee's position in the company, for example, take note of his/her official title. Be cautious about times, dates, and places. Include all relevant details and anything else that needs to be confirmed. If necessary, restate the previously agreed terms and conditions to ensure that there are no conflicts or misunderstandings in the future. Close the letter with a positive remark and your signature. This letter should be printed on the company's letterhead.
Letters to Management
Letters to management are letters written to the personnel or department that controls and makes decisions for a company or organization. These could be job application letters to apply for jobs, complaint letters to raise complaints, inquiry letters to request information, etc. Under all circumstances, all letters written to the management should be formal, contain all the necessary information, and free of grammatical errors. They must also be typed in a legible and professional font. Make sure not to include any sensitive information especially when the letter is not addressed to a specific person.
Before writing letters to management, you need to think about what you want to achieve and exactly who you are writing to. Use proper address and salutation. If you do not have an existing relationship with the recipient, introduce yourself in the first paragraph. Start with the most important information and go directly to the point. Keep it brief. However, if your letter is relatively lengthy, break it into short paragraphs. If there are any attachments, make sure to mention that in the letter and give a brief description of what they are. Finish with an expression of appreciation and give your contact details.